What Is an RFQ and Why Does It Matter?
An RFQ (Request for Quotation) is a formal request sent to suppliers to obtain pricing for specific goods, equipment or services. The clearer the request, the more comparable the offers you receive — and the fewer unexpected costs appear later in the process.
Key Elements of a Good RFQ
- Scope: what is being purchased and for what purpose — a short, unambiguous description
- Technical specification: model, brand (or "or equivalent" allowance), dimensions, standards (e.g. API, EN, ISO)
- Quantity and unit: pieces, tonnes, metres — stated per line item
- Delivery terms: Incoterms rule, delivery address and required date
- Required documents: certificate of origin, certificate of conformity, mill test reports
- Commercial terms: currency, payment terms, quote validity period
- Submission deadline and evaluation criteria
Common Mistakes
- Incomplete specifications — suppliers quote different products and comparison becomes impossible
- No delivery term — one offer includes logistics, another does not
- Unrealistic deadlines — strong suppliers decline to participate
- Certification requirements added late — price and lead time change again
How to Compare Offers
The lowest price is not always the best value. Consider total cost of ownership (TCO): delivery, customs, warranty, spare parts and service costs. Comparing all offers in a single table, on the same delivery basis, is the most reliable approach.
RFQs with Supply Base Azerbaijan
Send your requirements through our quote request form — our team reviews the specification, clarifies any gaps and starts delivering comparable offers from our vetted supplier network within 24 hours.
